Receptionist and Administrative Assistant Position Description

Overview:

The Administrative Assistant supports the daily operations and welcoming environment of the Literacy Alliance by serving as the primary point of contact for students, volunteers, and visitors. This position fills a critical “front desk” role, ensuring that every person who enters the building or calls the office receives a warm, professional, and helpful response. The Administrative Assistant manages the lobby environment, provides essential clerical support to the instructional and leadership teams, and assists with the logistical needs of a busy adult education center. By handling office management and hospitality tasks, this role allows the program team to focus on enrollment, advising, and academic success.

Responsibilities:

  • Reception & Hospitality: Maintain a consistent staff presence in the lobby during business hours; greet all visitors and ensure a welcoming, encouraging, and positive environment.
  • Communication Management: Answer primary phone lines to provide information, answer student or volunteer questions, or direct calls to the appropriate team member; manage and return messages promptly.
  • Information Hub: Update phone system outgoing messages with schedule updates, office closures, and holiday instructions.
  • Student Support: Assist new students with initial sign-in procedures and explain basic participation policies; help students access lobby computers for registration or online learning systems.
  • Office Organization & Cleanliness: Ensure the lobby, front desk, and shared common areas are consistently clean, organized, and professional in appearance; perform light tidying of student areas and breakrooms to maintain a high standard of “curb appeal” for visitors and donors.
  • Supply & Environment Oversight: Manage the purchasing and orderly storage of general office supplies; oversee vendor contracts (e.g., water delivery, coffee service, janitorial supplies) and ensure storage closets remain organized and inventoried.
  • Partner & Agreement Management: Maintain an organized digital and physical repository of Memoranda of Understanding (MOUs) and partner contracts; track renewal dates and update partner contact information to ensure seamless collaboration with outside organizations.
  • Technology Support: Proactively ensure the proper functioning of office printers and classroom audio-visual equipment; assist teachers and tutors with basic troubleshooting.
  • Automation & Workflow: Manage and monitor Zapier connections to ensure seamless data flow between registration forms, CRM, and communication tools; troubleshoot “Zap” errors as they arise.
  • Facilities Management: Coordinate room reservations via the building portal; act as the primary point of contact for building maintenance requests to ensure the physical environment remains safe and functional.
  • Logistics & Travel Coordination: Maintain inventory and distribution of student bus/parking passes; manage the check-in/check-out system for office computer equipment. Assist staff with travel arrangements for conferences, out-of-town meetings, and professional development, including booking registrations, transportation, and lodging.
  • Document Support: Assist in the maintenance and organization of electronic and physical student files; perform data entry for contact information, attendance, or other student records.
  • Communications Support: Manage the text reminder system for classes and events; assist in drafting or sending mass communications to the student body and volunteer pool.
  • Safety & Security: Serve as part of the “floor captain” team for the building, remaining knowledgeable about emergency procedures and executing them if required.
  • Instructional Aid: Support instructors and volunteers by preparing curriculum packets, organizing learning materials, and updating the daily class schedule in the lobby.
  • Non-Profit Support: Assist with basic administrative tasks for fundraising or volunteer appreciation events, such as tracking RSVPs or preparing name tags and materials.
  • Other Duties: Execution of other duties as assigned and applicable to the scope and mission of the organization.

Qualifications:

  • Professionalism: A positive, welcoming, and professional demeanor that creates an encouraging environment for adult learners from diverse backgrounds.
  • Technical Proficiency: Technologically independent and capable of troubleshooting basic issues with phones, computers, copiers, and common software.
  • Software Familiarity: Proficiency in Google Workspace (Docs, Sheets, Drive), and familiarity with Google Voice or similar VOIP systems. Experience with automation tools (e.g., Zapier) is highly desirable.
  • Clerical Skills: Strong writing and proofreading skills to draft clear communications; high accuracy rate in data entry and filing.
  • Organizational Mastery: Exceptional attention to detail, a natural inclination toward maintaining orderly physical spaces, and the ability to multitask in a busy “front-facing” environment.
  • Communication: Ability to explain complex procedures to students with varying levels of English proficiency or literacy in a patient and constructive manner.
  • Cultural Competence: Awareness of or experience with the local nonprofit, education, and social services landscape; sensitivity to the barriers faced by adult learners.

Education Requirement

  • Minimum Associate’s Degree preferred. 

Compensation and Benefits

  • Part-time – Hourly – $21/hour
  • An equivalent of 3% of pay is placed in retirement accounts by the Literacy Alliance.
  • Professional development opportunities.
  • Free parking.

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On May 1, 2026   /